Community Grants
Subcommittee – Terms of Reference
A Subcommittee of the Community Development Committee
Fields of Activity
The Community Grants
Subcommittee is responsible for assisting Council in the allocation of
Community Grants by:
·
Reviewing
applications for Community Grants
·
Setting appropriate
performance measures to assist in the measurement of delivery of activities
funded from grants
·
Allocation of
grant funding within the budget allocation
·
Marketing
Responsibility
Membership (6 Councillors)
Chairman appointed
by the Council
5 other
Councillors
Quorum – any 3 members
DELEGATED POWERS
All matters not
specifically delegated to any other Committee and Council Officers concerning
or involving the following:
Authority to exercise all
Council’s powers, functions and authorities (except where prohibited by
law or otherwise delegated) in relation to all matters within the Field of
Activity including:
·
The allocation of
grant funding within the budget allocation.
The subcommittee reports
to the Community Development Committee.
HASTINGS DISTRICT COUNCIL
Community Grants Subcommittee MEETING
Monday, 20 May 2019
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VENUE:
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Council Chamber
Ground Floor
Civic Administration Building
Lyndon Road East
Hastings
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TIME:
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9.00am
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A G E N D A
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1. Apologies
At the close of the agenda no
apologies had been received.
At the close of the agenda no
requests for leave of absence had been received.
2. Conflict
of Interest
Members need to be vigilant to
stand aside from decision-making when a conflict arises between their role as a
Member of the Council and any private or other external interest they might
have. This note is provided as a reminder to Members to scan the agenda
and assess their own private interests and identify where they may have a
pecuniary or other conflict of interest, or where there may be perceptions of
conflict of interest.
If a Member feels they do
have a conflict of interest, they should publicly declare that at the start of
the relevant item of business and withdraw from participating in the
meeting. If a Member thinks they may have a conflict of interest,
they can seek advice from the General Counsel or the Democratic Support Manager
(preferably before the meeting).
It is noted that while Members can
seek advice and discuss these matters, the final decision as to whether a
conflict exists rests with the member.
3. Confirmation
of Minutes
Minutes of the
Community Grants Subcommittee Meeting held Thursday 17 May 2018 and reconvened
on Monday, 21 May 2018.
(Previously circulated)
4. 2019 Annual
Contestable Funding Round 5
5. Additional
Business Items
6. Extraordinary
Business Items
REPORT TO: Community
Grants Subcommittee
MEETING DATE: Monday 20
May 2019
FROM: Community Grants Advisor
Kevin
Carter
SUBJECT: 2019
Annual Contestable Funding Round
1.0 SUMMARY
1.1 This report contributes to the achievement of the Council’s
community outcomes and specific Council objectives as set out in the Long Term
Plan 2018-28 by:
· Assisting youth in education, skill development and jobs
· Building a resilient and job rich local economy
· Assistance for people in need
· Fostering the arts and cultural experience
· People are safe from crime
· Appealing visitor destination
· A community which wastes less
· District heritage is conserved for future generations
1.2 The Council is required to give effect to the purpose of local
government as prescribed by Section 10 of the Local Government Act 2002. That
purpose is to meet the current and future needs of communities for good quality
local infrastructure, local public services, and performance of regulatory
functions in a way that is most cost–effective for households and
businesses. Good quality means infrastructure, services and performance that
are efficient and effective and appropriate to present and anticipated future
circumstances.
1.3 The
objective of this decision relevant to the purpose of Local Government is to
allow for sustainable funding of good quality community services and projects
that help meet the current and future needs of the community.
1.4 This
report concludes by recommending:
a) That
the Community Grants Subcommittee reviews the applications to the 2019
contestable funding round; and
b) Allocates
the 2019 budget allocation of $245,500.00 to those applications whom it
considers will best assist Council to achieve its desired Community Outcomes.
2.0 BACKGROUND
2.1 The
annual contestable funding round invites local community groups and
organisations to apply to Council for an opportunity to work together to meet
the current and future needs of our community.
2.2 Applications
are invited from organisations delivering projects or services that address the
following needs:
i. Develop youth into training and/or job pathways
ii. Assist new and existing businesses to provide local jobs
iii. Provide
help and advice for people in need due to aging and/or adverse circumstances
iv. Make
improvements to the district which will attract visitors, students and
businesses
v. Provide programmes that reduce littering, wasting
resources, and crime
vi. Promote participation in recreation, arts, and cultural
activities
2.3 Successful
organisations are provided with a contract for service and assigned a Council
officer (relationship manager) to work with them to achieve agreed outcomes for
the grant awarded.
2.4 Grants
are for one year only and available from 1 July 2019.
3.0 CURRENT
SITUATION
3.1 There
are 68 applications to this year’s annual contestable funding round. This
is a substantial increase from 2018 where there were 46 applications received.
This may be due to the increased promotion throughout the 2019 funding round.
3.2 The
committee members have been supplied a list of applicants to make notes on
applications to help with their decisions (Attachment 1)
3.3 The
officer and subject matter expert comments (Attachment 2) is an
objective guide for the Community Grants Subcommittee to consider along with
the presentations to the Subcommittee on 20 May 2019. The presentations to the
Subcommittee are an opportunity to ask questions of the applicants where
information may be unclear.
3.4 The
full applications are contained Vol 1 of 4.
3.5 The
applications are listed in order of date received
3.6 The
value of requests is $1,153,067.34 ($529,633 in 2018), and the contestable
grants budget for 2019/2020 is $245,500.00 meaning the budget allocation is
oversubscribed by $907,567.34.
3.7 One
applicant (Application No. 44, Roberts Education and Training Limited) has
applied for $370,000.00. Although it’s unrealistic to be funded fully in
this funding round, the applicant was adamant that they wanted to apply for the
full amount of their programme. There is currently no cap to the amount an
applicant can apply for.
4.0 OPTIONS
4.1 Option
One is for the Community Grants Subcommittee to review the 68 applications
for the 2019 contestable funding round, consider the officer comments and
applicant presentations against the criteria and allocate the whole of the
grant funding within the 2019 budget allocation of $245,500.00.
4.2 Option
Two is for the Community Grants Subcommittee to review the 68 applications
for the 2019 contestable funding round, consider the officer comments and
applicant presentations against the criteria, and not allocate (the whole of
the grant funding within the 2019 budget allocation of $245,500.00).
5.0 SIGNIFICANCE
AND ENGAGEMENT
5.1 The
matters within this report do not trigger the thresholds within Council’s
significance policy.
6.0 ASSESSMENT
OF OPTIONS (INCLUDING FINANCIAL IMPLICATIONS)
6.1 Option
One is the preferred option, to review the 68 applications for the 2019
contestable funding round, consider the officer comments and applicant presentations, and allocate grant funding
within the 2019 budget allocation of $245,500.00
6.2 The
challenge for the Subcommittee is to award the available budget to those
applications which best meet the current and future needs of our community.
6.3 Given
that the available budget is $907,567.34 less than the amount of funding
requested, then some organisations will not receive the full amount requested,
and others may not be awarded any funding in this round.
6.4 Option
Two, to not allocate the contestable grants budget for 2019/2020 will mean
that community organisations will miss out on the opportunity to assist council
to deliver projects and services which best meet our current and future needs.
7.0 PREFERRED
OPTION/S AND REASONS
7.1 Option
One is the preferred option because it will enable the 2019 contestable
grants budget to be allocated to those projects and services which will best
meet the current and future needs of our community, and which we are not
supporting already.
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8.0 RECOMMENDATIONS
AND REASONS
A) That the report of the
Community Grants Advisor titled “2019 Annual Contestable Funding
Round” dated 20/05/2019 be received.
B) That
the Community Grants Subcommittee reviews the applications to the 2019
contestable funding round; and
C) That
the Committee allocates the 2019 budget allocation of $245,500.00 to those
applications whom it considers will best assist Council to achieve its
desired Community Outcomes.
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Attachments:
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1
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Summary of Applications with Scoring matrix for
Committee
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COP-01-3-7-19-94
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2
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Officer comments on Community Grant Applications
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COP-01-3-7-19-93
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Application No. 1 - Radio Kidnappers
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COP-01-3-7-19-23
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Vol 1 of 4
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Application No. 2 - Manawatu PARS
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COP-01-3-7-19-27
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Vol 1 of 4
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Application No. 3 - Robotics and Computer Science in
Schools Educational Trust
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COP-01-3-7-19-29
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Vol 1 of 4
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Application No. 4 - Age Concern Havelock North
(Expo)
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COP-01-3-7-19-30
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Vol 1 of 4
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Application No. 5 - Age Concern Havelock North
(Christmas)
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COP-01-3-7-19-31
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Vol 1 of 4
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Application No. 6 - Muscular Dystrophy Association
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COP-01-3-7-19-32
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Vol 1 of 4
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Application No. 7 - CCS Disability Action Tairawhiti
Hawke's Bay Incorporated
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COP-01-3-7-19-33
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Vol 1 of 4
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Application No. 8 - Hawke's Bay Rescue Helicopter
Trust
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COP-01-3-7-19-34
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Vol 1 of 4
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Application No. 9 - Pursuit Limited
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COP-01-3-7-19-35
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Vol 1 of 4
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Application No. 10 - English Language Partners -
Hawke's Bay
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COP-01-3-7-19-36
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Vol 1 of 4
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Application No. 11 - Epilepsy Association of
NZ Inc
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COP-01-3-7-19-38
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Vol 1 of 4
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Application No. 12 - Brain Injury Association
(Hawke's Bay) Incorporated
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COP-01-3-7-19-37
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Vol 1 of 4
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Application No. 13 - Hawke's Bay Youth Trust
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COP-01-3-7-19-39
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Vol 1 of 4
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Application No. 14 - Flaxmere Baptist Church
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COP-01-3-7-19-18
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Vol 1 of 4
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Application No. 15 - Hastings Menzshed Trust
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COP-01-3-7-19-7
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Vol 1 of 4
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Application No. 16 - Graeme Dingle Foundation
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COP-01-3-7-19-44
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Vol 1 of 4
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Application No. 17 - Lifelink Samaritans
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COP-01-3-7-19-28
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Vol 1 of 4
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Application No. 18 - Environment Centre Hawke's Bay
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COP-01-3-7-19-10
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Vol 1 of 4
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Application No. 19 - Hawkes Bay A & P Society
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COP-01-3-7-19-40
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Vol 1 of 4
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Application No. 20 - Big Brothers Big Sisters of
Hawke's Bay
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COP-01-3-7-19-41
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Vol 1 of 4
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Application No. 21 - Outward Bound
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COP-01-3-7-19-42
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Vol 1 of 4
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Application No. 22 - Parkinson's New Zealand
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COP-01-3-7-19-43
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Vol 2 of 4
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Application No. 23 - Hastings Hearing
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COP-01-3-7-19-45
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Vol 2 of 4
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Application No. 24 - Learning Hawke's Bay
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COP-01-3-7-19-46
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Vol 2 of 4
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Application No. 25 - Hastings Business Association
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COP-01-3-7-19-47
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Vol 2 of 4
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Application No. 26 - Citizens Advice Bureau Hastings
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COP-01-3-7-19-48
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Vol 2 of 4
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Application No. 27 - Birchleigh Polo School
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COP-01-3-7-19-49
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Vol 2 of 4
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Application No. 28 - Waimarama Surf Life Saving Club
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COP-01-3-7-19-51
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Vol 2 of 4
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Application No. 29 - Te Taitimu Trust
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COP-01-3-7-19-52
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Vol 2 of 4
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Application No. 30 - Peoples Advocacy Society
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COP-01-3-7-19-53
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Vol 2 of 4
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Application No. 31 - Heretaunga Womens Centre
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COP-01-3-7-19-50
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Vol 3 of 4
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Application No. 32 - Red Cross
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COP-01-3-7-19-54
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Vol 3 of 4
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Application No. 33 - Nourished for Nil
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COP-01-3-7-19-55
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Vol 3 of 4
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Application No. 34 - Volunteering Hawke's Bay
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COP-01-3-7-19-56
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Vol 3 of 4
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Application No. 35 - Dementia Hawke's Bay
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COP-01-3-7-19-57
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Vol 3 of 4
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Application No. 36 - Hawke's Bay Digital Archives
Trust
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COP-01-3-7-19-58
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Vol 3 of 4
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Application No. 37 - Ngā Toi Hawke's Bay
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COP-01-3-7-19-59
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Vol 3 of 4
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Application No. 38 - Kidz Need Dadz Charitable Trust
Hawke's Bay
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COP-01-3-7-19-61
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Vol 3 of 4
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Application No. 39 - Presbyterian Support East Coast
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COP-01-3-7-19-60
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Vol 3 of 4
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Application No. 40 - The Raukatauri Music Therapy
Trust
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COP-01-3-7-19-62
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Vol 3 of 4
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Application No. 41 - Arthritis New Zealand
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COP-01-3-7-19-63
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Vol 3 of 4
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Application No. 42 - Budget First Incorporated
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COP-01-3-7-19-64
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Vol 3 of 4
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Application No. 43 - Leg Up Trust
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COP-01-3-7-19-65
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Vol 3 of 4
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Application No. 44 - Roberts Education and Training
Limited
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COP-01-3-7-19-66
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Vol 3 of 4
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Application No. 45 - St Andrew's Presbyterian Church
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COP-01-3-7-19-67
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Vol 3 of 4
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Application No. 46 - Havelock North Business
Association
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COP-01-3-7-19-68
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Vol 3 of 4
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Application No. 47 - Hikoi Kotou Charitable Trust
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COP-01-3-7-19-69
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Vol 3 of 4
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Application No. 48 - No. 11 Squadron District of
Hastings Air Training Corps
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COP-01-3-7-19-70
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Vol 3 of 4
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Application No. 49 - Growing Through Grief Hawkes
Bay
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COP-01-3-7-19-71
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Vol 3 of 4
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Application No. 50 - Age Concern Hawke's Bay
Incorporated
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COP-01-3-7-19-72
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Vol 3 of 4
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Application No. 51 - Hastings Art & Culture
Trust
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COP-01-3-7-19-73
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Vol 3 of 4
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Application No. 52 - Tango Me Whero
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COP-01-3-7-19-74
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Vol 3 of 4
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Application No. 53 - Te Aranga Marae Trust
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COP-01-3-7-19-75
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Vol 4 of 4
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Application No. 54 - Kidnappers Country Music Group
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COP-01-3-7-19-76
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Vol 4 of 4
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Application No. 55 - Interchurch Council for
HOspital Chaplaincy
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COP-01-3-7-19-77
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Vol 4 of 4
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Application No. 56 - Landmarks Trust
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COP-01-3-7-19-78
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Vol 4 of 4
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Application No. 57 - Hastings Women's Refuge
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COP-01-3-7-19-79
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Vol 4 of 4
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Application No. 58 - Prima Volta Charitable Trust
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COP-01-3-7-19-80
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Vol 4 of 4
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Application No. 59 - Flaxmere Planning Committee
(driving simulator)
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COP-01-3-7-19-81
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Vol 4 of 4
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Application No. 60 - Flaxmere Planning Committee
(Polyfest)
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COP-01-3-7-19-83
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Vol 4 of 4
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Application No. 61 - Flaxmere Planning Committee
(Communications)
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COP-01-3-7-19-82
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Vol 4 of 4
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Application No. 62 - Wharaiki Trust
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COP-01-3-7-19-84
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Vol 4 of 4
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Application No. 63 - Insolidarity Charitable Trust
Tu Mai Awa
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COP-01-3-7-19-87
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Vol 4 of 4
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Application No. 64 -NZ Council of Victim Support
Groups Inc
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COP-01-3-7-19-88
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Vol 4 of 4
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Application No. 65 - 4YouthNZ
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COP-01-3-7-19-90
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Vol 4 of 4
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Application No. 66 - Royal NZ Foundation of the
Blind
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COP-01-3-7-19-89
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Vol 4 of 4
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Application No. 67 - Disability Resoucre Centre (HB)
Trust
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COP-01-3-7-19-85
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Vol 4 of 4
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Application No. 68 - Centenary Legacy Trust
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COP-01-3-7-19-86
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Vol 4 of 4
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Hastings District
Council
